| Once you make the decision to hire a new staff | | | | completion of these goals and objectives. |
| member, you'll want to ensure that a personnel file is | | | | Information that should be included in the employee's |
| developed for him/her, and that it contains all required | | | | file following the probationary period is as follows: |
| documentation and other pertinent materials. Including | | | | 1. Annual goals and objectives that the employer and |
| the appropriate paperwork in a personnel file can | | | | employee jointly develop. The employee should clearly |
| protect both the employer and employee, legally and | | | | understand that s/he will be evaluated on the |
| otherwise. The following list itemizes which documents | | | | accomplishment of these goals and objectives. |
| should be included in an employee's file: | | | | 2. The annual performance evaluation, signed and |
| 1. Hiring letter - this letter documents the employee's | | | | dated by both the employer and employee. The |
| start date, beginning salary, office location (if the | | | | evaluation should identify the employee's strengths and |
| organization has more than one office) length of | | | | weaknesses, and identify action steps (with deadlines) |
| probationary period, and any other information the | | | | the employee can take to address specific |
| organization requires. This letter can help protect both | | | | weaknesses. |
| the employee and organization, as it clearly sets the | | | | 3. Disciplinary action information, if applicable. |
| conditions for employment. | | | | 4. Termination information, if applicable. When an |
| 2. Form I-9 - Proof of U.S. citizenship, required by | | | | employee leaves the organization, there should be |
| federal law. All employers must have employees | | | | documentation related to the employee's end date (for |
| complete this form and submit the appropriate | | | | cutting his/her final check), and the condition under |
| documentation. Two forms of identification are | | | | which s/he left (e.g., resignation, firing). |
| required to verify citizenship (e.g., driver's license and | | | | 5. A record of the employee's accrued and used |
| birth certificate). | | | | vacation leave, sick leave, or other types of leave (e.g., |
| 3. W-4 - The employee completes this form, which is | | | | jury, maternity). |
| required by federal law. Completing it is necessary in | | | | 6. Insurance provided to or purchased by the |
| order for your employer to withhold the correct federal | | | | employee (e.g., medical, dental, vision, life, short-term or |
| income tax from your pay. This form also includes | | | | long-term disability). |
| "head of household" information and documents the | | | | 7. 401 k or other retirement plan information. |
| number of dependents the employee will be claiming. | | | | 8. Documentation regarding internal and external |
| 4. Document verifying that the employee has read and | | | | committees with which the employee is involved. |
| understands all policies and procedures (regular and | | | | Participation in committee meetings may be a part of |
| personnel). This form should be signed and dated by | | | | the employee's annual goals and objectives. |
| the employee. | | | | 9. Training record - personnel files should contain any |
| 5. Employee's application, cover letter, resume, and/or | | | | training the employee has completed. Training can |
| references. This information provides a snapshot of | | | | include reading work-related materials, internal training |
| the employee's employment history and can be helpful | | | | (e.g., guest speakers at staff meetings, staff member |
| when writing and submitting grants. | | | | presenting to his/her colleagues), and external training |
| 6. Emergency contact information form - This form | | | | (e.g., training provided by other agencies, workshops, |
| should include the names, addresses, and phone | | | | conferences, teleclasses, teleseminars, webinars). |
| numbers of at least two individuals who can be | | | | Retaining copies of training certificates might be |
| contacted in case of an emergency. | | | | needed to meet licensure or certification requirements. |
| 7. A copy of any required licenses or certification. For | | | | Ensuring that each employee's personnel file contains |
| example, if an employee is hired to fill a licensed social | | | | the appropriate documentation helps protect the |
| worker position, you will want a copy of his or her | | | | employer and employee, ensures that the employer |
| current license. | | | | adheres to all governmental and organizational |
| 8. The employee's job description, which should include | | | | requirements, and provides emergency contact |
| the position's essential job duties (required by the | | | | information in case the employee is involved in an |
| Americans with Disabilities Act), responsibilities, and | | | | accident. As most of the information in personnel files |
| work expectations (e.g., travel, evening and weekend | | | | is confidential, make sure that these files are kept in a |
| work). | | | | locked and secure location. |
| 9. A copy of the employee's goals and objectives | | | | Copyright 2009 © Sharon L. Mikrut, All rights |
| during his/her probationary period. A condition for | | | | reserved. |
| permanent employment may be contingent on the | | | | |